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What are the Borrower record data specifications for personnel?
KBA-01377-P4B3
Question
What are the Borrower record data specifications for personnel?
Answer
General Information

Data will be entered into the college library’s online borrower files in the Aleph system to track the loan and return of books and other materials to community college employees. In addition, data will be entered to provide borrower authentication for access to Aleph databases.

The basic data being requested is already collected/maintained for various community college purposes. FLVC requires current employment information and requests that this data be obtained from files that would normally be accessed to fill similar personnel data record needs.

Field numbers from the Personnel Database Data Element Dictionary are included the Personnel Data Specifications table to facilitate identification of the source of the data. Required data may not be located in the cited PDB fields; use substitute data sources when appropriate.

The personnel data file must be a sequential file with one line per personnel record. Fields must be strung together with no spaces or extra characters between them, and there must be an end of line character at the end of each record.

The library may choose between two options for producing personnel files:

 

  • Personnel files will be updated each term

  • Personnel files will be generated once each academic year

The borrower expiration date entered in record positions 2211-2218 must be updated each term if files will be generated each term; however, if files are generated only once during the academic year, then the expiration date should be set to match the end of the academic year. The same expiration date must appear in all records. All other fields in the specifications have fixed contents and require no ongoing editing.

Following a successful file load, FLVC will notify the library Administrative Contact.

General Information for Sending the Load Files

 

1.        When submitting a file, use the Online Transfer of Borrower Data Form to specify how many records are included. Failure to send a form with the information outlined will result in a delay loading the institution’s records.

2.        All data values should be left justified within the designated field.

3.        For filler, or when the information is not available, enter spaces.

4.        Data specifications are listed in the Personnel Data Specifications table.

5.      Instructions for FTPing the borrower data are available on the Online Transfer of Borrower Data Form.

General Information for File Format

 

1.        Records should be sent in ASCII format.

2.        The personnel file name should consist of the prefix “per”, the 3-letter code assigned to the institution, an underscore “_”, plus the date in format: YYYYMMDD followed by a “.dat” file extension. For example: permdc_20030422.dat).

3.        The personnel file name should be in all lowercase letters.

Personnel Data Specifications

When entering data specifications, all entries should be left justified and spaces should be entered to fill the fields. The following table expands on these guidelines. Items in bold indicate information to be typed in a data field.

 

Record
Position

Field Length

Char/Num

Data Field

1

1

CHAR

Enter A

2-3

2

CHAR

Enter 99

4-12

9

NUM

Social Security Number or unique state-wide number of employee. Used to match records during overlays. Do not enter hyphens. Contact the CCLA Service Desk to convert from Social Security Number to another number.

13-63

51

CHAR

Filler

64-67

4

CHAR

PIN Code. Enter the last four digits of the employee’s social security number or other number assigned in coordination with the library.

68-123

56

CHAR

Filler

124-133

10

CHAR

Title (Mr., Miss, Mrs.)

134-333

200

CHAR

Employee Name (Personnel Data Base Data Element # 1005, 1006 and 1007). Enter Employee Name in format: Lastname, Firstname. Include a comma after the last name. If name is hyphenated, include both names and the hyphen.

334-341

8

NUM

Birth Date (Personnel Data Base Data Element # 1010). Enter Birth Date in format: YYYYMMDD.

342-361

20

CHAR

Filler

362

1

CHAR

Enter Y

363-778

416

CHAR

Filler

779-783

5

CHAR

Home Campus Code for ILL purposes. This is a five-letter code representing the employee’s home campus (refer to LINCC Institution Codes).

 

Example: If employee’s home campus is Tallahassee, enter TCCTA.

784-788

5

CHAR

Home Campus Code. Enter value placed in positions 779-783.

789-792

4

NUM

Enter 9999

793-796

4

NUM

Enter 9999

797

1

CHAR

Enter Y

798-994

197

CHAR

Filler

995-996

2

NUM

Enter 02

997-998

2

NUM

Enter 02

999-1000

2

NUM

Enter 01

1001

1

CHAR

Enter I

1002-1003

2

NUM

Enter 01

1004-1023

20

CHAR

Library Card Number. Leave Blank (enter spaces) for system-generated barcode. Enter social security number or library barcode only if library will use that as the ID.

Record
Position

Field Length

Char/Num

Data Field

1024-1027

4

NUM

PIN code. Enter the last four digits of the employee’s social security number or other number assigned in coordination with the library. Enter value placed in positions 64-67.

1028-1043

16

CHAR

Filler

1044-1045

2

NUM

Enter 00

1046-1047

2

CHAR

Enter AC

1048

1

CHAR

Enter Y

1049-1100

52

CHAR

Filler

1101

1

CHAR

Enter A

1102-1103

2

NUM

Enter 99

1104-1112

9

CHAR

Social Security Number or unique state-wide number of employee. Do not enter hyphens. Contact the CCLA Service Desk to convert from Social Security Number to another number.

1113-1143

31

CHAR

Filler

1144-1145

2

NUM

Enter 00

1146-1147

2

CHAR

Enter AC

1148

1

CHAR

Enter Y

1149-1200

52

CHAR

Filler

1201

1

CHAR

Enter A

1202-1203

2

NUM

Enter 01

1204-1205

2

NUM

Enter 02

1206-1255

50

CHAR

Employee Name (Personnel Data Base Data Element # 1005, 1006 and 1007) for Campus Mail Address. Enter Employee Name in format: Firstname Lastname. If name is hyphenated, include both names and the hyphen.

 

Positions 1206-1585 consist of the Personal Campus Mailing Address.

 

Note: The mailing address is for system-generated notices and bills; employee notices are directed either to the campus-assigned mailbox or the campus where the employee works.

 

If this section is manipulated, make “If” statements for each of the six borrower classes listed in positions 2209-2210. For example: If the individual is a faculty member, use fields 1206-1585 for the campus mail address; the home address may be placed in positions 1706-2145. Otherwise, place filler in positions 1706-2145.

Record
Position

Field Length

Char/Num

Data Field

1256-1305

50

CHAR

Campus Mail Address 1. This is a required field and must contain data. The first line of the address is needed to send mail through the campus system. Do not use punctuation (e.g., building and room number). If campus building and room numbers are not used, the campus name where the person works may be placed in this field.

1306-1355

50

CHAR

Campus Mail Address 2. Second line of campus mail address (e.g., campus, if building and room numbers are used).

1356-1405

50

CHAR

Campus Mail Address 3. Third line of mail address.

1406-1455

50

CHAR

Campus Mail Address 4. Fourth line of mail address.

1456-1464

9

CHAR

Zip Code. If no Zip for Campus Mail, enter 99999 to facilitate sorting of notices.

1465

1

CHAR

Filler

1466-1495

30

CHAR

Work Phone Number. Work Phone Number of employee, including area code. Enter phone number in format: (999) 999 – 9999 X 99999.

1496-1525

30

CHAR

Additional Phone Number

1526-1555

30

CHAR

Additional Phone Number

1556-1585

30

CHAR

Additional Phone Number

1586-1645

60

CHAR

E-mail Address. Employee’s e-mail address.

1646-1700

55

CHAR

Filler

1701

1

CHAR

Enter A

1702-1703

2

NUM

Enter 02

1704-1705

2

NUM

Enter 01

1706-1755

50

CHAR

Employee Name (Personnel Data Base Data Element # 1005, 1006 and 1007) for Home Address. Enter Employee Name in format: Firstname Lastname. If name is hyphenated, include both names and the hyphen.

 

Positions 1706-2085 consist of the employee’s home address. It is the library’s option to enter the employee’s home address. Otherwise, enter filler.

1756-1805

50

CHAR

Street Address 1. Street Address of employee’s current residence, including house number and street name.

1806-1855

50

CHAR

Street Address 2. Apartment number or other address information.

1856-1905

50

CHAR

Street Address 3. City and State of current residence. Enter in the following format: City, State. Include a comma after the City name. State must be a two-character state postal code (e.g., FL). Refer to the State Codes list.

Record
Position

Field Length

Char/Num

Data Field

1906-1955

50

CHAR

Filler

1956-1964

9

CHAR

Zip Code. Five- to nine-character Zip Code of current residence

1965

1

CHAR

Filler

1966-1995

30

CHAR

Home Phone Number. Home phone number, including area code of employee. Enter phone number in format: (999) 999 – 9999 X 99999.

1996-2025

30

CHAR

Additional Phone Number

2026-2055

30

CHAR

Additional Phone Number

2056-2085

30

CHAR

Additional Phone Number

2086-2145

60

CHAR

Additional E-mail Address

2146-2200

55

CHAR

Filler

2201

1

CHAR

Enter A

2202-2206

5

CHAR

Home Campus Code. Enter value placed in
positions 779-783.

2207-2208

2

CHAR

Filler

2209-2210

2

NUM

Borrower Status. Enter one of the following Codes for Borrower Status:

 

20        Full-Time Faculty

            if: Personnel Data Base Data Element # 1055             is1 and #2030 is 1, 2, 3, 4, 5, 6, 7.

22        Adjunct Faculty

            if: Personnel Data Base Data Element # 1055             is 3 or 4 and # 2030 is 1, 2, 3, 4, 5, 6, 7.

23        Department Head

24        Administrator

30        Full-Time Staff

            if: Personnel Data Base Data Element # 1055             is 1 and # 2030 is 8, 9.

31        Part-time Staff

            if: Personnel Data Base Data Element # 1055             is 2 and # 2030 is 8, 9.

 

Note: There must be a value placed in positions 2009-2010; filler cannot be used.

2211-2218

8

NUM

Borrower Expiration Date. Use the format YYYYMMDD. Date in this field is dependent on the option chosen for producing personnel files. This date must be the same in all records.

2219-2400

182

CHAR

Filler

Additional Documentation

The following additional resources will be needed when requesting data transfers.  They are available on the Library Staff Resources page at libraries.flvc.org. 

·         Online Transfer of Borrower Data Form

·         LINCC Institution Codes. Refer to the column labeled Workstation ID/Home Campus Codes for Patron Loads.

Environment